Once a school has decided to contract with a particular company from the Approved Charter Carriers list, the items listed below must be included in the contract:
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Date of trip;
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Number of passengers;
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Itinerary;
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Total charge for trip;
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Number of buses;
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Number of drivers (this is critical on long trips). Additional drivers may be required to comply with federal hours-of-service regulations;
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Name of motor carrier and name of your group;
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Specific requirements for vehicles (e.g. handicapped accessible, large equipment storage, etc.);
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Explanation of how the cost of the trip was determined. Stipulate whether the charges are hourly,mileage-based, fixed or other. Be sure to understand any special driver accommodations, gratuity or other costs;
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Deposit and refund/cancellation policy; how much at the time of the reservation? When is final payment due?;
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Any other costs - taxes, permits, fees;
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Miscellaneous policies that might affect the group (e.g. carry-on food/beverage);
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Emergency contact information (e.g. if the bus driver or vehicle is not available, etc.), and
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A statement that informs the company that the buses will be inspected on the day of the trip for safety.